Request for Proposal
Request For Proposal
Name of Project
[Project Name]
1
Request for Proposal
<THIS PAGE MUST BE DELETED WHEN FILLING-IN THIS TEMPLATE>
Document Information:
Template
Classification
Request for Proposal (RFP) Template for projects costing more than SR. 100,000
Document Title
Mr. Asim Jameel, Manager Project Management Office (PMO)
Prepared By:
Document History
Version
Review / Approval
Date
Change/Update Explanation
1.0
Dr. Mansour A. Aldajani,
14/04/2013
1. Updated/revised the sections of Background and Current
Director ITC
Status, Scope of Work and Proposal Structure and
Guidelines.
2. Inserted Project Requirements table.
Mr. Nabil El-Halmoushi,
12/12/2013
1. Updated/revised the sections of Background and Current
Manager SOS and Mr. Asim
Status, Scope of Work and Proposal Structure and
Jameel, PMO
Guidelines.
1.1
2. Removed the following sections:
i. Financial Proposal Structure
ii. Proposal Process Overview
2.0
ITC Policy and Planning
19/12/2013
1. Updated/revised the sections of Scope of Work and
Committee
Proposal Structure and Guidelines.
2. Inserted the ‘Proposed Payment Schedule’ heading.
2.1
ITC PMO
03/02/2016 Under ‘Section No. 3: Scope of Work’ section, a Sub-section
of ‘Mandatory Project Management Requirements’ has been
added.
2.2
ITC Security
04/02/2016 Under ‘Section No. 3: Scope of Work’ section, a Sub-section
of ‘Mandatory Security Requirements’ has been added.
2.3
Project Appraisal Committee
04/02/2016
1. Under ‘Section No. 3: Scope of Work’ section, two
(PAC)
clauses have been mentioned under ‘Site Survey
Requirements’ in project requirements table.
2. Under ‘Section No. 4: Proposal Structure and Guidelines’,
following sections have been deleted/removed: Executive
Summary, Approach and methodology for the
engagement, Proposed Payment Schedule.
3.0
ITC Policy and Planning
08/02/2016
1. Under ‘Section No. 3: Scope of Work’ section following
Committee
changes have been made:
i. Under sub-section of ‘Mandatory Security
Requirements’, User Access Management requirement
was updated.
ii. A note has been added “Vendors must not propose any
optional
items
which
have
not
been
required/mentioned in the RFP”.
2. Under ‘Section No. 4: Proposal Structure and Guidelines’,
section of ‘Proposed Payment Schedule’ was added again.
3.1
Dr. Ahmad Khayyat,
18/01/2017 Under “Section No. 3. Scope of Work”, Item No. viii.
Assistant Director ICTC
Mandatory Instructions for Deployment in Production
Environment” has been added.
4.0
ITC Policy and Planning
25/01/2017 Updated the text of Item No. viii. Mandatory Instructions for
Committee
Deployment in Production Environment”.
4.1
Mr. Ahmar Shafi
12/02/2017 Under “Section No. 3. Scope of Work”, following items added
Director Telecom ICTC
in project requirements table:
i. Maximum Project duration
ii. Added Columns of ‘Compliance’ and ‘Comments’
iii. Warrenty Requirements
5.0
ICTC PAC
29/03/2017 Updated Project Requirements Section and approved the
template.
Note: Please review and update the items highlighted in ‘Yellow’ in this template to prepare the
RFP document.
[Project Name]
2
Request for Proposal
Content Table
INTRODUCTION ........................................................................................... 5
Purpose ................................................................................................... 5
Organization of RFP Document ............................................................... 5
2. BACKGROUND.............................................................................................. 6
i.
KFUPM Background ................................................................................ 6
ii.
ICTC Strategic Objectives ........................................................................ 6
iii.
Current Environment ................................................................................ 6
3. SCOPE OF WORK ......................................................................................... 7
i.
Project Objectives .................................................................................... 7
ii.
Project Scope .......................................................................................... 7
iii.
Project Requirements .............................................................................. 7
iv.
Project Deliverables Acceptance Criteria ............................................... 11
v.
Minimum Vendor Qualifications.............................................................. 11
vi.
Mandatory Project Management Requirements ..................................... 11
vii.
Mandatory Security Requirements ......................................................... 12
viii.
Mandatory Instructions for Deployment in Production Environment ....... 13
4. VENDOR PROPOSAL STRUCTURE AND GUIDELINES ............................ 14
i.
General Information ............................................................................... 14
ii.
Technical Proposal Structure ................................................................. 14
1.
i.
ii.
Section 1. Bidder Experience and References ......................................................................... 14
Section 2. Technological Alliances ........................................................................................... 15
Section 3. Detailed Response on Project Requirements .......................................................... 15
Section 4. Deliverables ............................................................................................................. 15
Section 5. Proposed Project Management Methology .............................................................. 16
Section 6. Resumes .................................................................................................................. 16
Section 7. Training and Knowledge Transfer<(If applicable)> .................................................. 16
Section 8. Proposed Payment Schedule <(If applicable)> ........................................................ 16
Section 9. Any Other Useful Technical Information .................................................................. 17
Section 10. Checklist for completion of Proposal (Mandatory) ............................................... 17
5.
i.
ii.
iii.
APPENDICES ............................................................................................... 18
Appendix A - Bill of Quantities ................................................................ 18
Appendix B – Current <Systems/Setup> Details .................................... 18
Appendix C – Acronyms and Definitions ................................................ 18
[Project Name]
3
Request for Proposal
DISCLAIMER
THIS DOCUMENT IS A REQUEST FOR PROPOSAL (RFP) AND SHALL NOT BE
CONSTRUED IN WHOLE OR PART AS A DIRECT OR INDIRECT ORDER. IT SHALL
NOT BE CONSTRUED AS A REQUEST OR AUTHORIZATION TO PERFORM WORK
AT THE EXPENSE OF THE KFUPM. THE INFORMATION IN THIS RFP IS INTENDED
TO ENABLE THE RECIPIENT TO FORMULATE A PROPOSAL IN RESPONSE TO THE
PROJECT REQUIREMENTS SET FORTH. ALTHOUGH THIS RFP CONTAINS SUCH
ENABLING INFORMATION, BIDDERS MUST MAKE THEIR OWN INDEPENDENT
ASSESSMENTS AND INVESTIGATIONS REGARDING THE SUBJECT MATTER OF
THIS RFP. THE KFUPM DOES NOT GUARANTEE THE ACCURACY, RELIABILITY,
CORRECTNESS OR COMPLETENESS OF THE INFORMATION IN THIS RFP. THE
BIDDER REMAINS RESPONSIBLE IN RELATION TO IDENTIFYING ANY FURTHER
INFORMATION THAT IT REQUIRES TO PREPARE THE PROPOSAL.
[Project Name]
4
Request for Proposal
1.
INTRODUCTION
i. Purpose
This RFP provides interested Bidders with information and requirements to prepare and submit
proposals for consideration by KFUPM for the subject project. Information provided herein is
intended solely to assist Bidders in the preparation of proposals. To the best of the KFUPM
knowledge, the information provided is accurate. However, KFUPM do not warrant such
accuracy, and any variations subsequently determined will not be construed as a basis for
invalidating this RFP.
ii. Organization of RFP Document
This RFP provides the information to enable Bidders to submit written proposals for the sought
after work. The organization of the RFP is as follows:
Section 1: Introduction
This section outlines the RFP’s purpose and its organization.
Section 2: Background
This section presents background of project, ICTC/KFUPM information and existing
setup/factilities related to the project.
Section 3: Scope of Work
This section presents the scope of work, requirements and required deliverables' information.
Section 4: Vendor Proposal Structure and Guidelines
This section presents the proposal structure and the details of each response section.
Section 5: Appendices
Appendix A – Bill of Quantities (BoQ)
This section presents the quanity of items required
Appendix B – Current System Details
This section presents ICTC/KFUPM current system details.
Appendix C – Acronyms and Definitions
This section provides description of acronyms and definitions.
[Project Name]
5
Request for Proposal
2.
BACKGROUND
i. KFUPM Background
King Fahd University of Petroleum and Minerals (KFUPM) was officially established by royal
decree on 5 Jumada 1, 1383 (23 September, 1963). The first students were admitted a year
later, on 23 September, 1964, a total of 67 young men enrolled when it was called the College
of Petroleum and Minerals (CPM). Since that time, the number of the university students
increased to more than 8,000 students in the meantime.
The vision of KFUPM is:
“To be a preeminent institution known for its globally competitive graduates, cutting edge
research, and leadership in energy discoveries.”.
Please visit KFUPM’s website (http://www.kfupm.edu.sa) for further details.
ii. ICTC Strategic Objectives
Information and Communication Technology Center (ICTC) is one of the important
departments of KFUPM, with a vision to become a world-class Information Technology
Center. ICTC’s mission is to provide excellent IT services that foster productive education,
research, community service, and administrative activities at KFUPM through competent staff,
effective processes, and state of the art systems.
Please visit ICTC’s website (http://www.kfupm.edu.sa/centers/itc/default.aspx) for further
details.
iii. Current Environment
S. No.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Description
Specifications
Hardware:
Operating System:
Database:
Electronic Mail:
Directory:
Sharepoint:
ERP
Business Intelligence (BI)
<Mention the current environment at ICTC
concerning the area related to the project>
<Add additional technical specifications (if required) in appendix for ‘Current System/Setup
Details’>
[Project Name]
6
Request for Proposal
3.
SCOPE OF WORK
i. Project Objectives
<Mention the need and objectives of the project for which RFP has been prepared>
ii. Project Scope
<Mention scope of project, stating what is included and what is not included in the scope of
project>
iii. Project Requirements
<This is the core section of RFP. Each project requirement should be listed and described in
specific detail. Requirements may fall under the following categories and you may add more
sections as per the project specific requirements:>
All the bidders are strictly required to fill the requirements compliance sheet for all the points
and sub-points provided below in this section and signed/stamped on each paper, indicating the
following:
 Compliant (C): Vendor's product or service completely satisfies the stated condition or
need. Compliant means that the requirement will be provided and implemented as a part of
the project. Where appropriate, please provide additional details about how vendor complies
and clearly state if the product or service doesnot cover (any) customization or
configuration.
 Partially Compliant (P): Vendor's product or service only partially satisfies the stated
condition or need.
 Non-Compliant (N): Vendor's product does not satisfy any part of the stated condition or
vendor does not or cannot provide the services needed.
 Alternative Proposed (A): Vendor's product can be modified to meet the stated condition
or vendor can provide an alternative to the services needed.
In the case of Partially Compliant (P) or Alternative Proposed (A), the bidder shall write
the actual specifications or description of its quoted product or service on a separate sheet of
paper (bearing the same fully qualified number (as well as the page number of the compliance
sheet) as the number of that point in the compliance sheet) and also write the reference of that
point in the ‘Comments’ field of the following compliance sheet:
#
I.
1.
2.
II.
1.
Requirement / Specification
FUNCTIONAL REQUIREMENTS:
<Specific functionality requirements that define what a
system is supposed to accomplish e.g. end user requirements,
user interface requirements etc.>
EQUIPMENT REQUIREMENTS:
<Hardware requirements>
[Project Name]
7
Compliance
(C/P/N/A)
Comments
Request for Proposal
2.
III.
1.
CONSULTANCY REQUIRMENTS:
<Advise required in any area for making its best use to meet
business objectives>
2.
IV.
MINIMUM No. OF CONSULTANTS/HR REQUIRED:
1.
<Minimum no. of onsite consultants required>
2.
<Specify if any bilingual consultant is required>
3.
V.
1.
2.
3.
VI.
1.
2.
VII.
1.
2.
3.
VIII.
1.
2.
IX.
1.
2.
X.
1.
2.
XI.
1.
2.
XII.
TRAINING REQUIREMENTS:
<No. of persons need to be trained>
<Project specific areas in which training is required etc>
KNOWLEDGE TRANSFER REQUIREMENTS:
<Project specific areas in which knowledge transfer is
required>
DOCUMENTATION REQUIREMENTS:
<E.g. Areas for which user manuals are required>
<Videos etc. if required>
ENHANCEMENT/UPGRADATION
REQUIREMENTS:
<E.g. requirements for a system requiring upgrade, scope of
upgrade etc.>
SYSTEM PERFORMANCE REQUIREMENTS:
<Mention performance targets e.g. peak work load, response
time, , scalability etc.>
SYSTEM AVAILABILITY REQUIREMENTS:
<Clearly specify the required level of uptime and what
exactly you expect, acceptable (if any) downtimes, e.g:
 High availability. The system or application is
available during specified operating hours with no
unplanned outages.
 Continuous operations. The system or application
is available 24 hours a day, 7 days a week, with no
scheduled outages.
 Continuous availability. The system or application
is available 24 hours a day, 7 days a week, with no
planned or unplanned outages.
SYSTEM USABILITY REQUIREMENTS:
<Requirements defining ‘ease to use’ the system e.g. must be
able to do X with Y many clicks, for all delays longer than
0.5 seconds will produce a dialog box etc.>
DISASTER RECOVERY/BACK-UP
REQUIREMENTS:
[Project Name]
8
Request for Proposal
1.
2.
XIII.
1.
2.
XIV.
1.
2.
XV.
1.
2.
3.
XVI.
1.
2.
XVII.
1.
2.
XVIII.
1.
2.
3.
XIX.
1.
<Requirements to protect data loss and ability to restore e.g.
what to backup, where to store it, how frequently to backup,
time to recover etc.>
TEST REQUIREMENTS:
<Tests conducted to determine if the requirements of a
specification are met e.g. Stress tests, performance tests etc.
SECURITY REQUIREMENTS:
<Mention functional and non-functional requirements that
need to be satisfied in order to achieve the security attributes
e.g. authentication, authorization, confidentiality etc.>.
SITE SURVEY REQUIREMENTS:
<Mention the site survey (where ever required) which must
be conducted before submission of proposal.>
The vendor should indicate any missing items after
conducting the site survey in pre-bid meeting.
The Bill of Quantities in the RFP is a suggested BoQ and
vendor should verify and ensure its completeness to fulfill the
Scope of Work (SoW).
ONSITE IMPLEMENTATION REQUIREMENTS:
<Mention whether onsite availability of resources is required
or not>
<Mention which resources are required to be onsite and for
what duration i.e. throughout the project or only during a
certain phase>
QUALITY REQUIREMENTS:
<Property or characteristic that a product or service must have
e.g.: product/service should be compliant with a certain
standard etc.>
ADVANCED TECHNOLOGY PARTNERSHIP OF
ORIGINAL EQUIPMENT MANUFACTURER (OEM):
<The Vendor (Main Contractor and Sub-contractors) must
atleast be a gold partner or hold higher level of partnership
with Original Equipment Manufacturer (OEM) for the last
three years and he should provide the copies of relavant
certificates.>
<Mention project specific requirements for technological
alliances (if any) here.>
VENDOR QUALIFICATIONS:
<Other requirements for the Vendor (Main Contractor and
Sub-contractors) such as minimum number of years of
previous relevant experience, minimum no. of similar
projects implemented by the vendor, skills requirments of the
consultants etc.>
2.
1.
[Project Name]
9
Request for Proposal
XX.
MAXIMUM PROJECT DURATION:
1. <Specify the maximum duration in which you would like the
project to be completed. This will ensure that all bidders
adhere to similar project duration limitation and avoid
variation in quotations due to the aspect of project durations.>
2. <The whole project must be finished within a total maximum
period of ----- months from the day of handing over the site
from KFUPM to the selected contractor. This includes
ordering and importing the material, installation,
configuration, programming, termination, testing and
commissioning. >
<The contractor shall submit his own project time schedule
within the above stated duration along with his bid offer.
The time schedule should detail all of the activities of the
contractor, e.g., delivery of material, installation timings,
programming and configurations, start of operations,
commissioning dates, etc.>
XXI. WARRANTY REQUIREMENTS:
1. All the hardware and software components e.g. ------- and any
other software application and equipment installed by the
contractor as a part of this project must be covered under
manufacturer’s full warranty and support for ---- years.
2. In case of any issues with the equipment, the contractor will
be held responsible for providing a working replacement
within ------- hours during the warranty period as stated
above.
3.
XXII. POST IMPLEMENTATION SUPPORT:
1.<Mention requirements such as duration, onsite or offsite etc.
for the post-implementation support (if any)>
2.<The post implementation support requirements can be made
more specific (if required) with the expected SLAs specified
by ICTC. The requirements for meeting response SLAs for
support cases can be specified by the Project Manager for
both 'on-site' and 'off-site' support. Depending upon the
project, a sample SLA is suggested as follows:
KPI
Threshold < No. of Hours or
Days>
Response time to an Emergency Case
Response time to a Critical Case
Response time to a Major Case
Response time to a Minor Case
XXIII.
1.
OTHER PROJECT SPECIFIC REQUIREMENTS:
Note:
1. Vendors must not propose any optional items which have not been required/mentioned in
the RFP.
[Project Name]
10
Request for Proposal
2.
The proposal from bidder should include all the necessary hardware, software or jobs
(electrical/mechanical/civil) not exclusively mentioned or have been missed in the
BOQ/RFP but are essential to meet the objectives of the project. The bidders should mention
these items separately in their proposal/quotation and BOQ.
iv. Project Deliverables Acceptance Criteria
<Mention what would be the criteria to accept the project deliverables, e.g. test results, desired
outcomes etc.>
<Mention any project specific project completion criteria etc.>
v. Minimum Vendor Qualifications
1.
2.
3.
4.
5.
The vendor must have experience of at least <three (3)> successful implementations of
similar projects and provide their details in the proposal.
The vendor must provide atleast <three (3)> references with demonstrated success with
similar projects in the proposal.
The vendor (Main Contractor and Sub-contractors) must atleast be a <gold> partner or
hold highest level of partnership with Original Equipment Manufacturer (OEM)
<example> for the last <three years> and he should provide the copies of relavant
certificates in the proposal.
Bidder must submit resumes of technical personnel who will execute the project
implementation or provide similar resources with matching profiles (qualification and
experience).
The vendor must have its office in Saudi Arabia.
vi. Mandatory Project Management Requirements
1.
2.
3.
4.
5.
6.
A dedicated Project Manager shall be assigned for the project by the vendor.
Vendor Project Manager (VPM) should be wellversed with Project Management Institute
(PMI)’s Project Management Body of Knowledge (PMBoK) and shall follow PMI’s
project management framework.
VPM should not be changed during the implementation of the project without due
consultation and approval of ICTC Project Manager.
Alternate VPM should be nominated / assigned (in advance) during absence / leave of
VPM.
VPM should follow ICTC’s project management guidelines for communication
management, issue management, risk management, change management and project
closure and any other project specific requirement.
VPM shall report the progress of the project as per the requirement of ICTC management
(usually on weekly basis) to ICTC Project Manager with a copy to ICTC Project Sponsor
and ICTC PMO throughout the project duration. The following two files will be shared
to report the progress:
i. ICTC Weekly Progress Report template
[Project Name]
11
Request for Proposal
ii.
MS Project file with at least the following columns/fields: Task Name, Duration,
Work (Planned No. of Hours), Start (Date), Finish (Date), Predecessors, Resource
Names, % Complete, Actual Start (Date), Actual Finish (Date).
vii.
1.
2.
3.
4.
5.
6.
7.
Mandatory Security Requirements
Non-Disclosure Agreements and Acceptable Use Policy
a.
Consultants must sign KFUPM’s NDA before project commencement.
b.
The project team must abide by KFUPM Acceptable Use Policy.
OS Access Control
a.
The physical and logical access of the servers for the purpose of operating system
management must be catered for. This includes the enabling of ONLY relevant
services.
Asset Management
a.
ICTC Asset Management procedure should be followed.
Application Access Control
a.
Vendor must provide the access ports/services required for System Administrators.
b.
The system must not install any application (e.g. Team Viewer etc) that can bypass
security gateways.
c.
Application/Service must be configured with a service account for any
authentication requirements.
User Access Management
a.
User access management procedure should be followed for the system. Vendor
must provide information required for the accessibility of service for end user.
b.
Authentication shall be enforced as per KFUPM standard practices, such as
enforcing strong authentication, campus-wide single sign-on etc.
System, Network & Security Architecture
a.
Only the required services/ports (user + admin) should be opened for the
appropriate domain.
b.
Architecture of the application must follow 3-tier design wherever applicable.
Endusers must not be given direct access to backend systems.
c.
Dynamic front end systems (web tier with form fields) must be make secure using
SSL and by hosting it behind Application Delivery Controller (Load Balancer/
Application FW, WAF etc).
Risk Management
a.
The project team is responsible to carry out the Risk Analysis exercise in
coordination with Information Security team and business owner.
b.
The project team is responsible to provide the Asset Labelling and Classification
information to Information Security team.
c.
The project team is responsible to conduct Business Impact Analysis in
coordination with the business owner and Information Security team.
d.
The project team is responsible to identify security controls to mitigate the
identified risks.
[Project Name]
12
Request for Proposal
8.
9.
10.
11.
12.
13.
14.
Backup
a.
Project should follow the backup policy and procedure.
Business Continuity
a.
Business continuity and disaster recovery test results should be provided by the
project team before deployment/handover of the project wherever applicable.
Log Storage
a.
Logging should be enabled at System level (OS), Application level, Web-tier level
and user access level.
b.
Project must have audit logging enable for at least 6 months.
c.
Authentication, Authorization and Accounting related logging must be enabled for
user activity logs.
Security Information and Event Management (SIEM) Integration
a.
The system must be configured to integrate with KFUPM SIEM solution.
Security Incident handling procedure
a.
In case of any security incident the project team must have a written procedure to
recover the specific logs from the system.
b.
At the minimum, logs must be able to pin-point an user IP address (if not username)
at particular incident time.
c.
Test case scenario should be created and its result should be submitted before final
deployment.
KFUPM System Baseline Security document
a.
Project must follow KFUPM System baseline security document.
Information Security Policy
a.
The project team must follow and enforce Information Security Policy for Supplier
Relationship as per ISO 27001:2013 standard.
Note: The relevant IT Policies mentioned in the requirements above can be found under ‘IT
Policies’ link at ICTC’s website: http://www.kfupm.edu.sa/centers/itc/default.aspx
viii.
Mandatory
Environment
Instructions
for
Deployment
in
Production
ICTC staff will carry out the activities required for deployment in the Production environment
under the supervision of the Vendor’s Consultant. The Vendor’s Consultant will be responsible
for guiding, overseeing, trouble shooting, issue resolution and quality assurance of the activities
for deployment in the Production environment. The Vendor’s Consultant shall therefore ensure
the requisite knowledge transfer to ICTC staff during the Project Execution phase and provide
deployment instructions and documentation.
[Project Name]
13
Request for Proposal
4.
VENDOR PROPOSAL STRUCTURE AND GUIDELINES
i. General Information
The Bidder shall respond to this RFP according to the format specified below. All responses
must be concise, well organized and provide sufficient details, where appropriate, which shall
allow the evaluators to clearly determine the benefit of the Bidder’s offering. Responses should
include proposals for planning, implementing, and managing the delivery of project scope of
work deliverables to the KFUPM. RFP responses should also include a detailed review of those
factors that differentiate a respondent proposal from others competing for this project.
Document structures of these proposals are described below:
ii. Technical Proposal Structure
Technical Proposals must provide a simple, straightforward, and concise description of The
Bidder’s ability to meet the project requirements as described in Scope of work section of this
RFP. The Bidder must use the following outline format when presenting the RFP Technical
Proposal:
Section 1. Bidder Experience and References
The Bidder shall elaborate in detail about their past and present experience / performance in
areas related to subject project. KFUPM may contact them for reference checking.
Using the format below, the Bidder should provide information on subject project related work
for which the Bidder has carried out similar to this type of engagement, for experience and
reference:
#
Assignment Detail
Description
1
Project Name
2
Project Description:
3
Name of Client and Address
4
Start Date and Completion Date
5
Total number of team members /
consultants assigned to project
6
Value of contract in Saudi Riyal
Sub-Contractor (if any) Information:
 Clearly mention if any sub-contractors will be involved in implementation of the project and
what portion of Scope of Work will be performed by the sub-contractor.
 If yes, the details of the company/sub-contractor and the subcontractors
experience/reference with implementing such projects be also provided (as per the table
provided above).
[Project Name]
14
Request for Proposal
Section 2. Technological Alliances
Bidders should clearly state and provide copies of relavant certificates of their technological
alliances with leading technology product/service vendors.
Section 3. Detailed Response on Project Requirements
The Bidder must confirm that their proposed solution shall meet or exceed the requirements as
outlined in this RFP scope of work, and must clearly describe how their proposed solution shall
accomplish this.
All the bidders are strictly required to fill the requirements compliance sheet for all the points
and sub-points provided in Section 3 (iii) of RFP and signed/stamped on each paper, indicating
the following:
 Compliant (C): Vendor's product or service completely satisfies the stated condition or
need. Compliant means that the requirement will be provided and implemented as a part of
the project. Where appropriate, please provide additional details about how vendor complies
and clearly state if the product or service doesnot cover (any) customization or
configuration.
 Partially Compliant (P): Vendor's product or service only partially satisfies the stated
condition or need.
 Non-Compliant (N): Vendor's product does not satisfy any part of the stated condition or
vendor does not or cannot provide the services needed.
 Alternative Proposed (A): Vendor's product can be modified to meet the stated condition
or vendor can provide an alternative to the services needed.
In the case of Partially Compliant (P) or Alternative Proposed (A), the bidder shall write
the actual specifications or description of its quoted product or service on a separate sheet of
paper (bearing the same fully qualified number (as well as the page number of the compliance
sheet) as the number of that point in the compliance sheet) and also write the reference of that
point in the ‘Comments’ field of the following compliance sheet:
Requirements
Compliance
Comments
S. No.
(Mentioned in Section 3 (iii) of RFP)
(C/P/N/A)
(if any)
Section 4. Deliverables
Bidders shall provide information on deliverables proposed. Mandatory deliverables as per
scope of work - deliverable section of this RFP, must be described in detail. Additional
deliverables may be added with its full description in this section.
Using the format below, Bidders should provide deliverable details:
#
Deliverables
Description
[Project Name]
15
Request for Proposal
Section 5. Proposed Project Management Methology
In this section, following details of the Bidder’s proposed project management methodology
should be included:
 Proposed project organization structure
 Work Breakdown Structure (WBS) and Project Schedule
 Mention whether a dedicated Project Manager will be assigned for the project.
 ICTC prefers Project Management Institute (PMI)’s Project Management Methodology to
be followed for implementation of projects.
Section 6. Resumes
In this section, Bidders shall confirm that all personnel to be assigned to this project are
qualified to perform such services, and must include resumes of those individuals. Each resume
(CV) must clearly indicate the qualifications and responsibilities to be assigned to the
individual identified.
Resumes must include specialties, experience, relevant certifications, and professional training
details. The format of all resumes must be consistent. KFUPM reserves the right to interview
and approve/request for change the assigned human resources on the project.
Section 7. Training and Knowledge Transfer<(If applicable)>
Bidders shall provide information and details of the training proposed, and how they will be
developed and delivered.
Training should take place onsite at the KFUPM onsite or other agreed suitable places. All
training related costs are the sole responsibility of the Bidder including costs of visa's / boarding
/ lodging / travel / air fare / training facilities, etc. All cost should be included in Bidders'
proposals.
Using the format below, Bidders should provide training and knowledge transfer details:
#
Phase
Training /
Duration
Location
Knowledge Transfer
Section 8. Proposed Payment Schedule <(If applicable)>
Bidders shall provide the proposed payment schedule as per the following template (if
required):
#
Phase
Deliverables
Cost
Grand Total
[Project Name]
16
Request for Proposal
Government and KFUPM rules and regulations will be applicable/followed for payments and
other financial/contractual matters.
Section 9. Any Other Useful Technical Information
The Bidder shall provide any other useful information in this section with respect to technical
proposal. Bidders must also specify software and its licensing details in this section, if any.
Section 10. Checklist for completion of Proposal (Mandatory)
S. No.
1.
2.
3.
4.
5.
6.
7.
8.
Important Information
Have you mentioned Bidder Experience and
References?
Have you mentioned Bidder technological
alliances and attached relevant copies of
certicificates?
Have you provided detailed response to the
project
requirements
especially
those
mentioned under the Section 3(iii)?
Have you provided the list of deliverables?
Have you provided the proposed project
management methodology?
Have you attached the resumes of proposed
Project Manager and team members?
Have you provided the training and knowledge
transfer plan (if applicable)?
<Mention other project specific requirements
you would like to see in the proposals>
[Project Name]
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Provided
(Yes / No)
Comments
Request for Proposal
5.
APPENDICES
i. Appendix A - Bill of Quantities
A sample template for equipment involved and quantity is as follows:
Item#
Description / Technical Data
Qty
Unit
Price
Total
Price
1.
2.
3.
4.
5.
Total
ii. Appendix B – Current <Systems/Setup> Details
A sample format for ICTC/KFUPM current <system/setup> details is as follows:
#
<System Name>
Details
<Any other information>
iii. Appendix C – Acronyms and Definitions
These acronyms and definitions are provided solely for the purpose of clarification of this RFP
and are not to be construed as legal definitions.
 List of Acronyms - Details
 List of Words – Definitions
[Project Name]
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